Lead Contract Support Administrator

Rydon; Key Biscayne (FL); On-site; USD 38,000 - 51,000; Full time

Benefits offered by this job

25 days holiday

Pension scheme 4%

Life Assurance

Health Cash Plan

EAP service

Wellbeing support

Employee discount scheme

Cycle to work

Job summary

Rydon is seeking a Lead Contract Support Administrator to join the hard facilities repairs and maintenance team at Blackberry Hill Hospital in Bristol. You will manage day-to-day administration for the contract, ensure compliance documentation is filed in Planet FM, and coordinate with sub-contractors, the contact centre, engineers and service managers to keep work on track.

The role requires strong MS Office skills, CAFM experience, and prior line-management exposure.

Qualifications

• Experience in administration for a maintenance company with statutory compliance administration.
• Familiar with CAFM systems and Microsoft Office (Outlook, Word, Excel).
• Strong customer service, telephone and written communication skills.

Responsibilities

• Monitor PPM tasks to ensure timely completion.
• Track defects and ensure remedial works are closed promptly.
• Manage contract paperwork and subcontractor documentation.
• Coordinate with sub-contractors, centre, engineers and managers.
• Generate helpdesk reports and audit documentation.
• Line manage two Coordinators and support training.

Skills

Customer service

MS Office

CAFМ systems

Communication

Multi-tasking

Line management

Tools

Planet FM

Outlook

Word

Excel

Job description

Overview

We now have an exciting opportunity for a Lead Contract Support Administrator to join our hard facilities repairs and maintenance team at Blackberry Hill Hospital in Bristol.

Rydon has established a strong reputation for the quality within our maintenance division with a particular focus on NHS Hard Facilities Management - consisting of responsive repairs as well as planned/preventative maintenance. We look after more than 250 buildings on behalf of 20 NHS Trusts on a planned and responsive repairs and small works projects basis. We provide maintenance services to acute (hospital's), mental health trusts, ambulance and primary care trusts.

Watch our careers video for more information about working at Rydon

Job Purpose

As Lead Contract Support you will be supporting our hard facilities maintenance contract at Blackberry Hill Hospital with day to day administration functions. You will take responsibility in monitoring tasks to completion and ensuring that all required compliance documentation is held within our repairs system (Planet FM). The successful candidate will liaise with sub-contractors, our contact centre team, engineers and service managers as required to ensure all contractually required work is complete, and recorded correctly.

Key responsibilities will include:

• Carryout regular monitoring of PPM (planned preventative maintenance) tasks to ensure that they are completed in line with timescales
• Monitor defects identified through PPM tasks to ensure remedial works are closed out in a timely manner.
• Monitor the statutory compliance tracker for the contract ensuring that all inspections are planned and any follow on reactive works are closed out promptly in line with our standard procedures.
• Ensuring that contract paperwork has been completed and stored correctly. Processing of subcontractor and operative work orders.
• Ensure all sub-contractors documentation (Risk Assessment & Method Statements) are received prior to attending site and evaluated by relevant person.
• Set up sub-contractor performance review meetings in line with the agreed annual programme and ensure that all sub-contractor documentation is updated and loaded on to our web portal.
• Generate helpdesk reports from Planet FM as required for each site for audits, client reporting and health and safety reporting
• Filing of all statutory compliance reports and certificates.
• Monitor the contracts training matrix and liaising with L&D/ H&S department and Contract/Service Managers to ensure training is completed and our files are updated.
• Line Management of two Co-ordinators by providing direction, managing performance and providing support.

What We Can Offer You

• Competitive Salary
• 25 days holiday, which can be increased to 30 days with our holiday purchase scheme.
• Pension Scheme: 4% contributory.
• Life Assurance and Income Protection.
• Health Cash Plan: helping you spread the cost of essential healthcare
• 24/7 EAP Service: free advice, counselling and support for you and your family whenever you need it.
• Wellbeing and mental health champions readily available at work.
• Access to an employee discount scheme which includes a wide-range of special offers and discounts on insurances, lifestyle goods and services.
• Flexible benefits for you to choose from including Critical Illness, DenPlan and Cycle to work schemes.
• Employee Referral Scheme: recommend a personal connection to us and claim a cash reward for their successful hire.
• Full training, ongoing coaching and support
• Opportunities for you to progress your career within the business

This is a full time permanent position. Working hours are Monday to Friday 8am to 5pm.

Experience Required

The successful candidate will demonstrate previous experience of working in an administration position for a maintenance company and be familiar with statutory compliance administration. It would be an advantage for this experience to have been gained within a company providing a repairs and maintenance service to the NHS, however this is not essential. You will have excellent customer service skills (including good telephone and written communication skills), strong Microsoft Office skills including the use of Outlook, Word and Excel and also be familiar with CAFM systems. You will have strong administration experience, used to multi-tasking and prioritising your work with minimum supervision. Previous line management experience would also be an advantage.

Additional Information

As a well established, progressive company we are committed to attracting and retaining individuals by offering an excellent benefits package that includes a wide range of core and voluntary benefits.

Rydon is an equal opportunities employer and promotes diversity in employment. Successful candidates will be selected solely on their ability to carry out the duties of the post.